eVals Frequently Asked Question

Frequently Asked Questions for Non-faculty Performance Evaluations

• What's new for the 2020 annual evaluations?

  • Starting with the 2020 annual evaluations, the evaluation period will be a calendar year. Evaluations for a given calendar year will open January of the following year (e.g. January 2021 for the 2020 evaluation period) and will be due no later than March 31. Supervisors will have up to 3 months to complete the evaluations.
  • The core competencies and rating scale have been updated for the 2020 evaluations and supervisors are not required to rate/comment on the employee's job description details. The current competencies and rating scale may be found in the Annual Evaluation Instructions on the Evaluations Training website and in the draft Non-faculty Annual Evaluation form on the HR Document and Forms website.
  • The cut-off start date for an employee to be assigned an annual evaluation is Dec. 31 of the previous calendar year. Employees hired or transferred in 2020 will receive a probationary evaluation but not a 2020 annual evaluation.
  • Employees will no longer be required to acknowledge the program 'plan' and will only acknowledge the completed evaluation. For the 2020 annual evaluations, supervisors will activate the plan and the evaluation will immediately be available to complete on the Home tab.

  For more information about program changes, please contact your HR Business Partner.

• What's new for the 2020 probationary evaluations?

  The core competencies and rating scale have been updated for the probationary evaluations assigned in 2020. The current competencies and rating scale may be found in the Probationary Evaluation Instructions on the Evaluations Training website and in the draft Non-faculty Probationary Evaluation form on the HR Document and Forms website.

• How do I check my direct reports?

  Supervisor hierarchy is now in Banner. You can check your direct reports by logging into to Goldlink and selecting Employee Dashboard/Self Service from the Employee tab. Select My Team to view your direct reports.

• What if my supervisor or direct report is incorrect?

  Department timekeepers can update supervisor information in the TRS (Timekeeping System). The change must be approved by the department Time Approver before it will update in Banner. Banner will update eJobs/eVals overnight.

• What are the steps for completing an evaluation in the eVals system?

  For a description of the evaluation process as well as instructions for completing each step of the process, refer to the written or online Instructions on the Evaluations Training webpage.

• How will I be notified to complete a step in the evaluation process?

  You will receive an automated email from do-not-reply@etsu.edu with the subject line 'Annual Performance Evaluation Action Items' or 'Probationary Evaluation Action Items' if you have performance-related tasks to complete in the eVals system.

• When is the completed evaluation due in Human Resources?

  Completed probationary evaluations are due to Human Resources no later the last day of the 6-month probationary period.

  Completed annual evaluations are due to Human Resources no later than March 31.

• How do I log into the eVals system?

  The automated email from the eVals system will include a link to the ETSU Employee Portal/eVals system. You can also find the link on our Evaluations webpage and the Human Resources homepage. Use your ETSU username and password (same as you log into your computer). Both supervisors and employees use the same login process to view their personal evaluation and those of their direct reports.

• What is an Evaluation Plan and how is it different from the Evaluation?

  The evaluation plan sets the criteria on which an employee will be evaluated. The system automatically includes the core criteria required for all employees. For probationary evaluations, supervisors may also create agreed-upon performance goals that will be included in the evaluation.

  The evaluation includes the supervisor's rating of the plan criteria. Annual performance evaluations are completed in January - March of the year following the review year. Probationary evaluations are completed the 5th month of the probationary period.

• What are SMART performance goals?

  Performance goals are created around training, growth initiatives, special projects, and other essential parts of a job directly related to the overall university or department goals.

  The SMART methodology requires goals that are Specific, Measurable, Attainable, Relevant, and Time-based to ensure that managers and employees share the same understanding of goals.

• What is a co-reviewer?

  Co-reviewers have the same access to an employee's evaluation as the supervisor and can complete all or part of the evaluation. You might use a co-reviewer if the employee reports to more than one supervisor or if the employee worked for the co-reviewer for part of the evaluation period.

  The supervisor can add a co-reviewer either when initiating the plan or completing the evaluation.

• Where can I get a copy of the core competencies?

  You can access a fillable copy of the non-faculty evaluation from the Human Resources Documents and Forms webpage. Supervisors may use this copy to create draft reviews. Final reviews must be submitted through the eVals system.

• How can I get a copy of my job description?

  Non-vacant job descriptions are available on the eJobs applicant portal at jobs.etsu.edu. Select ‘Search Position Description Library’ on the left and search by your position title.

  You can get a printable version of your job description in the HR portal at jobs.etsu.edu/hr (log in with your ETSU username and password). Select 'My Profile' at the top of the page and follow the link under the 'Position Descriptions' tab.

• What if the position description objectives are not complete or are incorrect?

  Please refer to the Position Classification webpage for information on requesting a position description change. Once a position description has been updated and approved, the supervisor can refresh the position description in the Performance Plan by selecting Apply next to the refresh option on the Position Objectives tab.

• How do I view my employees' evaluations from last year?

  When an evaluation period ends, the program is closed. To view evaluations from a closed program, select My Employees' Evaluations to get to your supervisor dashboard. Select Advanced. Change the 'Program Status' to Closed or All. For more information, see the Supervisors' Reviews Dashboard (pdf).

• How is the overall rating for an employee calculated?

  The overall rating for an evaluation is determined from the average of the core competencies(not including the performance goals). Supervisors have the option to select an Overall Performance rating for an employee. This rating will overwrite the system determined rating from the required competencies.

• I completed an employee's evaluation but the rating did not change.

  After completing an evaluation, the overall score displays at the top of the screen. You may have to refresh your browser to update the score.

• Can I change an evaluation after I submit it?

  HR can move an evaluation back to you to modify ONLY IF the evaluation is still open - that is, it has not been acknowledged by all of the approvers. Once an evaluation is complete it cannot be changed.

• I completed the employee's evaluation. When will the employee be notified to acknowledge their evaluation?

  eVals system emails are sent each evening. The employee will get an email the next day. However, the action to acknowledge their personal evaluation is immediately available in to the employee in their Action Items when they log into the ETSU Employee Portal (eVals system).

• Am I required to acknowledge my evaluation? What if I disagree with my evaluation?

  You are required to acknowledge your personal evaluation. If you disagree with your supervisor's rating or comment, please contact your supervisor for clarification. You have the option in the eVals system to include comments to your personal evaluation as well as the the option to return the evaluation back to your supervisor so they can review your comments. If you return the evaluation to your supervisor, contact him or her to set up a meeting to discuss your concerns. The supervisor can but is not required to make changes to their original evaluation and re-submit it. When the supervisor re-submits the evaluation, it will be returned to you to view and acknowledge.

• Where can I get help completing my personal evaluation?

  Instructions for acknowledging your personal evaluation are included in the written and online training on the eValuations webpage. If you do not have access to a computer or need help reviewing your evaluation, please contact Human Resources at 439-4457. Employee computers are available in the HR office in 307 Burgin Dossett Hall.

• What are Progress Notes and why would I use them?

  When an evaluation plan is created, both the employee and the supervisor have the option to add progress notes to the plan. Think of this feature as a file folder to record performance-related milestones or events throughout the evaluation period.

  For employees, this may include notes or documents regarding the completion of training or note-worthy tasks. You can use your Progress Notes as a record of your accomplishments. Marking 'Share' on your progress notes allows your supervisor to view it.

  Supervisors may include notes or documents related to note-worthy accomplishments, performance incidents, etc. You may refer to your notes when completing the employee's evaluation. Marking 'Share' on a progress not allows the employee to view it.

• Can I view my past evaluations or an employee's past evaluations?

  Evaluations created in the old eVals system will be available to view until the system is retired later in 2017. After that date, past evaluations will be available to to employees or supervisors in the Office of Human Resources.

  In the new eVals system, you can view open or complete evaluations by selecting 'My Employees' Reviews', Advanced and then "All" from the Program Status dropdown.

• How do I filter my employee evaluations to view only my direct reports or the direct reports of a specific supervisor?

  In your “My Employees’ Reviews” section, use the Supervisor drop down menu to select yourself as the Supervisor to view only your direct employees’ reviews. Use the Supervisor drop down menu and select a specific supervisor to view only their employees.

• What are 'Anniversary' and 'Annual" program types?

  The Anniversary program type refers to probationary evaluations and are based on the employee's date of hire or the start of the probationary period.

  Annual program type refers to all annual performance evaluations.